HR Ready/Turnkey User Guide (New UI)

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HR Ready Guide

Asset Tracking

EEO Reporting

Vets-4212 Reporting

Disability Types

Certification and Training, Education, and Credentials

Workers Comp and OSHA Reporting

Inventory/Custom Tables

HR Scheduled Events

 

Asset Tracking Guide

 

Asset Types (Not including vehicles)

  • Go to Admin > Company Settings > HR Setup > Assets (Property) > Asset Types
  • Some common asset types have been created for you.
  • Select the button to create a new asset type, if needed

     

a. Type: Enter the name of the asset type (Ex. Keys)

b. Description: Enter a description of the asset, if necessary

c. Allow Multi Assets: Check this box if you have multiple of the exact same item (for example, if your company has 50 large uniform shirts, you do not need to enter 50 individual shirts).  This will allow you to assign an asset to more than one employee.

d. Allow Child Assets: Check this box if you want to assign sub-assets (for example, a computer as the main asset, and the software as child assets).  When the main asset is assigned to an employee, all child assets will be assigned as well.

e. Collect: Check the boxes for the information to collect on the asset.  Cost centers are listed below the standard items.  Checking the cost center boxes allows you to allocate an asset to a specific cost center or job.

 f. Required: Check the boxes for any information that is required to collect

 g. Custom Fields: If you need to collect additional information, up to 5 custom fields are available to create (Ex. Warranty Expiration Date)

Assets (Property)

In order to assign assets to an employee, they must be included in your list of assets in Workforce Link 

  • Go to Admin > Company Settings > HR Setup > Assets (Property) > Assets (Property)
    • This screen lists the specific assets in your company inventory
    • Select the button to add an asset to the list.
    • Select the asset type from the dropdown menu and click Add
    • Enter the asset details and properties
      • a. Tag ID:  Enter a tag for the item.  This can be anything that your company uses to track the item such as a code, number, or simply a name.
      • b. Name:  Enter the name of the item
      • c. Category:  Select from the dropdown.  If the category you are looking for is not available, it can be typed in.  In this example, Keys is the asset type, but Office Keys, File Cabinet Keys, and Cash Register Keys are categories.
      • d. Current Status: Select the status of the item.  Typically, items being entered will be “In Service,” meaning they are available to assign to an employee.
      • e. Description: Optional description of the item
      • f. Is Multi-Asset: Checking this box will bring up another field for Quantity.  Enter the quantity of these assets that are available to assign.
      • g. Can Be Assigned to More Than One Account:  Check this box if this one specific item can be assigned to more than one employee at a time.  For example, two part time employees who share one computer.
      • h. Properties:  Fields for the information selected to be collected for this asset type will appear under Properties.  Required fields will be marked with an *.  
    • Once all information has been entered, click
    • Notes and Documents can be added to the asset by selecting ellipses and clicking Add Note or Upload Document
    • If child assets were enabled, the button will allow you to create a secondary asset.
      • Once the information has been entered for the child asset, it will be linked to the parent asset.  Employees who are assigned a parent asset will be assigned any linked child assets automatically.

 

Assigning Assets

  • Assets can be assigned in one of four ways:
    • Directly from the Asset screen - Admin > Company Settings > HR Setup > Assets (Property) > Assets (Property)
      • Select the icon for the asset you want to assign.
      • Select
      • Select the employee and click Assign
      • Enter the Issue Date and Expected Return Date, if applicable.  The issue date will default to today’s date, but it can be changed.
      • Click
    • From the Asset Assignment screen - Team > HR >  HR Maintenance > Assets Assignments
      • Select
      • Select the Employee and Company Asset to assign
      • Enter the Issue Date and Expected Return Date, if applicable.  The issue date will default to today’s date, but it can be changed.
      • Click  
    • From the Employee’s Profile - Team > My Team > Employee Information
      • Select the icon for the employee to whom you want to assign the asset.
      • On the employee’s HR tab, select  from the Assigned Assets widget
      • Select the Company Asset to assign to the employee
      • Enter the Issue Date and Expected Return Date, if applicable.  The issue date will default to today’s date, but it can be changed.
      • Click
    • From an import - Admin > Company Settings > Imports > Overview
      • Select the Asset Assignments import template
      • Complete, at minimum, the Employee ID, Assignment Type (which should be “Company”), Asset Type and Asset Tag ID.  
      • Assets assigned this way must have already been created in the system.

 

Managing Assets

  • Go to Team > HR > HR Maintenance > Assets Assignments
  • Select the icon for the asset you need to manage
  • Select the or button to change the status of the asset.
  • Enter the return (or lost/damaged) date and comments, and change the asset status, if needed
  • Child Assets will update along with the parent asset.

 

Tracking Assets Upon Termination

  • Go to Admin > Company Settings > Global Setup > Company Setup > HR Tab
    • Check the Asset Removal box in the Termination Details widget.
    • This will notify you upon terminating an employee, if the employee has an asset that needs to be returned.
      • a. Remove Assignment - moves the asset to “returned” status
      • b. Ignore - requires that the asset be updated manually
  • Assets can also be added to an HR action for termination.  

 

Vehicles

  • Go to Admin > Company Settings > HR Setup > Assets (Property) > Vehicles
  • Select
    • Enter the vehicle information
    • The Make and Model dropdowns will be blank initially, and will need to be typed in rather than selected.  As vehicles are entered, the makes and models will be saved as options in the dropdown list.  
    • Select
  • Once the car information has been saved, widgets for insurance, maintenance, notes and supporting documents will appear.
    • Add insurance information by selecting the button
    • Add maintenance information, notes and documents by selecting the button and choosing the Add Maintenance, Add Note, or Upload Document option.
  • Assigning a vehicle to an employee is similar to assigning an asset
    • Select the button.  
    • The Vehicle Assignment widget includes fields for Issue Value $ and Issued Odometer Reading, but is otherwise identical to any other asset.
  • Assigned Vehicles are viewed in a separate location from other assets.
    • Go to Team > HR > HR Maintenance > Vehicles to view a list of vehicles assigned to employees

  

EEO Reporting

 

Employee EEO Information

  • Go to Team > My Team > Employee Information
  • Select the view for EEO Info

 

  • Review the EEO Info report for any employees with missing Employee Type, EEO Classification, Ethnicity or Gender.  These fields are required for all employees in order for the EEO report to populate correctly.
  • Update any missing information in the employee profile by selecting the icon
    • Gender and Ethnicity can be updated in the Account Demographics widget on the employee’s Main tab
    • Employee Type and EEO Classification can be updated in the Pay Information widget on the employee’s Main tab
    • These fields can also be imported if there are too many to update manually

 

Populating the EEO Report

  • Once all EEO information is up to date, go to Team > HR > Forms > Government Forms > EEO-1
  • Select
  • Select which type of report you would like to create:
  • Single-Establishment Employer - Companies who operate in one location, as one establishment
  • Multi-Establishment Employer - Companies doing business at more than one establishment
    • a. Single-establishment Employer Report - required to file a single EEO-1 report
    • b. Consolidated Report - A report that includes all employees of the company
    • c. Headquarters Unit Report - A report covering the principal or headquarters office, and those employees that work from home that report to the corporate office
    • d. Individual Establishment Report - A separate report for each establishment employing 50 or more persons
    • Special Report - Can vary depending on your establishment
  • Select
  • Select the EIN (if applicable), Cost Centers, Account Statuses and Employee Types to include in the report and then click                                                          
  • The form will be auto-populated with the data available in the system, including the parent company name, address, and employer identification number.  The employment data chart in Section D will also be populated with the information from the employee profiles.
  • All remaining information on the form will need to be completed manually.
  • Be sure to the form to avoid losing any manually entered information.
  • Once the form is complete, select or

  

 

Vets-4212 Reporting Guide

Employee Veteran Information

  • Go to Team > My Team > Employee Information
  • Select the view for Vets Info

 

  • Review the Vets Info report for any employees with missing Employee Type,  EEO Classifications or Veteran Status Info

  • Update any missing information in the employee profile by selecting the icon
    • Employee Type and EEO Classifications can be updated in the Pay Information widget on the employee’s Main tab.
    • Veteran Status Info can be updated in the Account Demographics widget on the employee’s Main tab
    • These fields can also be imported if they are too many to update manually

  

Populating the VETS-4212 Report

  • Once all Vets information is up to date, go to Team > HR > Forms > Government Forms > Vets-4212
  • Select
  • Enter the Twelve Month Period Ending date on the form
  • Select
  • Select the EIN (if applicable) and Cost Centers to include in the report
  • The form will be auto-populated with the data available in the system, including the parent company name, address and employer identification number.  The chart showing the number of employees by job category will also be populated with the information from the employee profiles.
  • All remaining information on the form will need to be completed manually.
  • Be sure to  the form to avoid losing any manually entered information.
  • Once the form is complete, select

  

Disability Types

 

Setting up Disability Types:

Admin > Company Settings > HR Setup > Disability Types. Select  

  1. The name of your disability type. (e.g. Back Injury)
  2. Check to make disability type ‘Active’. 
  3. Define restrictions for each disability type. (e.g. No lifting over 5 pounds)
  4. Optional description for the disability type.

  

Adding and Managing Employees’ Disabilities:

 

My Team > HR >  HR Maintenance > Disabilities.   Select  

Select employee and disability type to add.

 

Click to view employee disability.

Fill in the information that is needed to track the disability. (Start and end dates, any reasonable accommodations needed, cost, and description.)

 

  

Certification and Training, Education, and Credentials

 

Courses/Certifications

  • Go to Admin > Company Settings > HR Setup > Courses/Certifications
  • Select  
    • a. Code: Enter a code for the course or certification
    • b. Training/Certification: Enter a name for the course or certification
    • c. Description: Enter an optional description
    • d. Source: Select whether the course is internal, external, or self-study
    • e. Enrollment Required: Select whether assigned employees are required to enroll.  This field will only appear if the course is internal.
    • f. Instructor: Optional.  Select the instructor (if internal) or enter the instructor name (if external)
    • g. Default Company Cost $: Enter the amount the employer will pay for this course or certification
    • h. Default Employee Cost $: Enter the amount the employee will pay for this course or certification
    • i. CEUs: Enter any Continuing Education Units earned by completing this course or certification
    • j. Deduction: Select the deduction code that applies to this course (if applicable)
    • k. Vendor: Select the vendor that applies to this course (if applicable)
    • l. Renewal Term (Every): Enter the renewal term for this course (how long does the certification last?).  This controls the expiration date on individual employee courses and certifications.
    • m. Sessions: Sessions can be defined for internal courses.  This field will only appear if the “Enrollment Required” box has been checked.  
  • Once all course/certification information has been entered, select
  • Upon saving, additional options will become available
    • If sessions were enabled, select to enter the date and time of the session, and track the number of open slots in that session.
      • a. Date: Enter a date for the session
      • b. Time: Enter a time for the session
      • c. Duration: Enter an optional duration
      • d. Training Method: Select whether the training will be classroom, web based, one-on-one, or self-study
      • e. School: Enter an optional school name or location for the session
      • f. Instructor: Optional.  Select the instructor for this session
      • g. # of Slots: Enter the number of slots available for this session.  Once saved, the “Filled” and “Open” fields will update as employees are added to each session.
      • Once all session information has been entered, select
  • You can also add Training Links, Training Documents, and Notes
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  • Assign this course to an employee directly by selecting and selecting the employee from the list.  Selected employees will be listed in the “Employees With Course Selection” widget below.
    • You can also assign the course to the employee in their employee information screen or under Team > My Team > Learning > Trainings/Certifications

 

 

Training Profiles

Training profiles may be created which include multiple courses or certifications.  When a profile is added to an employee, all courses/certifications contained within the profile are automatically added to the employee.

  • Go to Admin > Company Settings > Profiles/Policies > Training
  • Select  
    • a. Name: Enter a name for the profile
    • b. Description: Enter an optional description for the profile
    • c. Active: Indicates whether the profile is active and can be assigned to employees.  By default, this box will be checked.
    • d. Add Course/Certification: Select this button to add courses and certifications from your course list
  • Profiles can be added to individual employees, or to several employees at once (using mass edit).
    • To mass edit, go to Admin > Company Settings > Mass Edit > Mass Edit Profiles
    • To assign individually, go to Team > My Team > Employee Information and select the training profile on the employee’s Main tab, under Profiles

 

 

Training History and Expiration

  • Go to Team > Learning > Trainings/Certifications
  • This report lists all courses assigned to employees, which can be filtered as needed (for example, to show expired courses only).
  • Select the icon next to the employee and course you want to update (if the employee does not already have that course assigned, select to add the course to the employee(s), then select theicon for that course.)
    • This screen shows the history for the course/certification for this employee.
  • Expired courses will be notated with the icon.  The expiration date is based on the course’s Renewal Term.
  • Select the button to add a course that has already been completed, or the  button to enroll the applicant in an upcoming course session.
    • You can also add a note by selecting the icon, or upload a document by selecting  icon
  • To update several employees at once, select the checkboxes next to the employees and courses to update, click ellipses, and select Add History. Note:  The information added will be applied to all courses/certifications selected, so take care to select only the employees and courses that should be updated with the same information.

 

Education Levels and Degrees

  • Go to Admin > Company Settings > HR Setup > Education > Education Levels
    • Common education levels have been set up by default.  To add a new level, select , enter the name of the new level, and select
  • Go to Admin > Company Settings > HR Setup > Education > Degrees
    • Common degrees have been set up by default.  To add a new degree, select , enter a code and name for the degree, and select
  • To assign Education Levels and Degrees to employees, go to Team > My Team > Employee Information and select the icon for the employee you want to edit. This can also be added under Team > Learning >  Education
    • Select the Highest Education Completed level in the Education widget on the HR tab.
    • Select to add a degree (or degree in progress) to the employee. 
      • Enter the country, school name and school type in the pop-up window, and select
    • Select the ellipses and select View/Edit to enter additional details about the degree.
    • From here you can also add a note or upload a document.

 

Credentials

  • Go to Admin > Company Settings > HR Setup > Credential Types
    • Select  and enter the general credential information
      • a. Type: Enter the type of credential
      • b. Description: Enter an optional description of the credential type
      • c. Mask on Reports: Select this checkbox to hide this credential type on reports
      • d. Collect: Select the checkboxes for the fields that can be collected for this type of credential
      • e. Required: Select the checkboxes for the fields that are required for this type of credential
      • f. Custom Fields: Up to five custom fields can be added to each credential type, in case you need to enter data that is not listed among the standard fields
    • Once the credential type has been configured, select
  • To add Credentials to an employee, go to Team > Learning > Credentials
    • Select
    • Select the employee, credential type, and any other required information, and select

 

 

Workers Comp and OSHA Reporting

Note: Workers Comp policy must be built in the system and WC Codes must be assigned to employees in order to use this module. If these items are not already set up in the system, please reach out to your Customer Service Representative for assistance.

 

Adding a New Claim

  • Go to Team > HR > HR Maintenance > Workers Claims
  • Click on    
    • Note, employee must have a workers comp code assigned to them in order to create a workers claim. Additionally, if you would like the employee’s job title to populate on the OSHA 300 form, the default job must be assigned within the employee’s profile before the workers claim is added. If added after the claim is started, then it will not auto-populate on the OSHA 300 form and you will have to type it in on the form.
  • Select the employee and enter the date of the injury 
  • Workers Claims are broken down into several tabs
    • Main - Gives an overview of the claim, including basic employee information and carrier info
      • Enter all available information.  The following fields are required.
        • Date Reported EE
        • Filing State
        • Pre-Injury Activity
        • Accident Info
        • Direct Cause of Harm
        • Carrier Policy
    • Injury - Gives details on the injury, and any prior injuries that have been recorded for the employee
      • Enter all available information.  The following fields are required.
        • Cause
        • Body Part
        • Nature
    • Incident - Gives details on the incident, Safety/OSHA information, Attorneys and Witnesses associated with the claim
      • Enter all available information.
      • For OSHA reporting, the following fields must be completed:
        • Specific Location (Where the incident took place)
        • OSHA Recordable must be checked
        • OSHA Type
        • Detailed Description
    • Work Info - Gives details on the company, occupation, earnings and light duty return to work information
      • Enter all available information.
      • For OSHA reporting, the following fields must be completed:
        • Started Losing Time (if applicable)
        • Return to work (if applicable)
    • Claim Handling - Gives details on dates, lost time, subrogated parties and disputes associated with the claim
      • Enter all available information.
        • Financial - Tracks incurred indemnity and medical expenses
        • Notes - Allows for notes and supporting documents to be attached to the claim

 

Managing Claims

  • Go to Team > HR > HR Maintenance > Workers Claims
  • Select theicon for the claim you wish to work on
  • Information can be updated and saved as new developments arise
  • Once the claim is ready to be closed, select the Close Claim button
  • Enter the Closing Date

 

OSHA Reporting

  • Go to Team > HR > Forms > Government Forms and select the form you want to populate
  • OSHA 300 Log of Work-Related Injuries and Illnesses  and 300A Summary of Work-Related Injuries and Illnesses
    • Select to create a new form
    • Enter the year on which to report
    • Select
    • Select the cost centers and OSHA types to pull, as well as the “OSHA reportable” checkbox
    • The form will populate with the information from your workers claims for the selected year.
    • Review the information and edit if needed
    • Select for a printable copy of the form
  • OSHA 301 Injury and Illness Incident Report
    • Select to create a new form
    • Select the workers claim that should be used to populate the form using the  icon
    • Review the information and edit if needed
    • Select for a printable copy of the form

 

                                                                                  

Inventory / Custom Tables Guide

Inventory Profiles allow you to create tables with custom fields, in order to track information that is not otherwise available in the system.  They can also be used to organize employee information into a custom columnar report.

 

Inventory Profiles

  • Go to Admin > Company Settings > HR Setup > Inventory Profiles
  • Select  
  • Enter a name for the profile and select  
  • Select to create the columns that will make up the profile
  • Select the  icon to configure the field 
    • a. Enabled:  Select this box to make this field available in the table
    • b. Label:  Enter a name for the field
    • c. Description:  Enter an optional description for the field
    • d. Type:  Select the type of response that should be entered
    • e. Maximum Length:  Enter the maximum number of characters to allow in the response
    • f. Default Value:  Enter a default response, if applicable
    • g. Sort Order:  Fields will automatically be sorted in the order they were created.  Use this field to reorder the columns in the table
    • h. Display on Employee Screen:  
  • If the employee should select from a list of options, check the box for “Is List” and add options as needed. 

  

Inventory Tables

  • Go to Team > HR > > HR Maintenance > Inventory and select the profile you want to view or update.
  • Select the icon to edit an existing record, or Select  to create a new record.
    • Select an employee from the list
    • Enter the information for each field and
  • Once saved, you can also add a note by selecting, or upload a document by selecting  
  • Employees can also be given access to view, update and/or add their own Inventory profiles, if desired.

 

HR Scheduled Events

*All applicable Custom Forms, HR Actions, and Workflows will need to be configured prior to creating scheduled events.

  • Admin > Company Settings > HR Setup > Scheduled Event
  • Click
    • Add the Name of the event
    • Select the Event Type. There are 4 available Event Types
      • Form I9: will add a ‘To Do’ item for the employee to complete their I9
      • Form CA2810.5: will add a ‘To Do’ item for the employee to complete their CA2810.5
      • HR Action Request: Currently, these can only be a ‘My Employee Action Request.’ Meaning, a manager will receive a ‘To Do’ item to initiate the request for the employee.
      • Custom Form: This will add the custom form to the employee’s profile. This will not add a ‘To Do’ item to the employee.
    • Select Event (only applicable for HR Action Request and Custom Form)
    • Select To Be Initiated By (only applicable for HR Action Request)
      • This can only be assigned to a manager
    • Add a Description of the event
    • Press
    • Once saved, you will need to create a schedule. This can be a specific future date or on a recurring schedule. Select  for the schedule type you would like to create.
      • Exact Date: You can enter multiple exact dates by pressing ‘Enter’ between each date
    • Repeatedly on Calendar Schedule: Select the schedule criteria you would like for this event. You can also enter start and end dates for the event for when you would like this schedule to begin and end.
    • Press
    • Select  to add the employees this event should apply to.
      • Assign to a single or multiple employees
      • *Please note, new employees will not automatically be added to the event. When a new employee is hired, you will need to return to the event and add them.
    • Select  to enable the schedule you have created, and assign the scheduled event to the employees
      • If needed you can select  to disable the schedule you have created.
      • Once you have enabled schedules, enable schedules will automatically select, under the description of your event

    • Press . Your event is now scheduled. When you return to the Admin > Company Settings > HR Setup > Scheduled Event screen, you should now see a status of scheduled, and a hyperlink to view the schedule